Vaccine Tracking.

Helping Employers Comply With the Vaccine Mandate.



Our Story

Employers and employees can take comfort knowing their vaccine tracking is in good hands.  The VaccTrackUSA management and operational team has been providing employee benefits administration and medical/Rx claims data-driven healthcare cost containment services for 20 years through the parent company, HR Best Practices.   As a HIPAA-compliant business associate, your data is safe and secure.

While Covid-19 vaccination tracking is new for employers, communicating with employees and collecting personal supporting documentation is not new to us.   That's because our team has performed hundreds of dependent verification and working spouse audits since 2005.  

To learn more about our how our vaccine tracking process works kindly visit the "What We Offer" tab.  We appreciate your interest, thank you.

Who We Are

We would like for you to get to know us.  Prior to starting HR Best Practices (our parent company) in 2001, our President worked for leading consulting firms including PriceWaterhouseCoopers, Johnson & Higgins, and Mercer HR Consulting.

Here's a short list of some of the employers  and carriers we've worked with since 2001.

Air France


Commonwealth of Pennsylvania






NYU Hospital and School of Medicine

Personnel Staffing, Inc.



State of Iowa


VIP Staffing



Zurich NA

HR Best Practices offers a variety of other health insurance and benefits administration solutions.  Kindly click on the respective Youtube links to watch our short videos to learn more.

Health Equity

Reminder Notices for Voluntary Benefits

ACA IRS Reporting

Click here to read other articles about HR Best Practices.

Our Vision

Our vision is simple.  It's to help employers comply with the OSHA Vaccine Mandate efficiently and effectively.  We will do our work as quickly and accurately as possible while using best efforts to serve your employees.





Vaccine Tracking

Employees complete our "No PHI" survey in 3 - 5 minutes. To take our vaccine tracking survey employees simply register using their unique survey code.   Once registered employees answer a few questions pertaining to when and where they received their vaccines.  If they have not been vaccinated the survey then asks for recent Covid-19 test results.  This process goes on until 100% of the employees respond.


We can also collect personal email addresses and mobile numbers if desired. 

Proof Review

Employees may either submit their vaccination proof by mail or by email.  Either way, their supporting documentation is safe with us.  

In the event the proof is either inadequate or incomplete, our agents will reach out to the employee for additional information.

Clients can also retain us to validate the authenticity of the proof if desired.  Vaccine Mandate employee tracking is easy with VaccTrackUSA.


Reminder Notices

Let's face it.   Nobody likes Covid-19 and no one is thrilled about providing supporting documentation.  We recognize this issue and try to make it as easy as possible for your employees.  

To accelerate results we will use incentives, such as prizes for employees that complete our survey and submit their proof by a pre-defined date.    Re: non-responders, we then send "friendly" reminders which can be sent through the US Mail or digitally.  Again, this process continues until we get 100% participation.


Given the importance of vaccination tracking reporting and analytics is a critical part of the process.  Why?  There's at least 3 reasons.

Reason #1 - Keep the workplace safe.

Reason #2 - Help mitigate against penalty risk.

Reason #3 - The c-suite will likely be inquiring about vaccine compliance daily.

As a result, clients benefit from our robust reporting and analytics capabilities.

Project Management

Since vaccine tracking is now in the spotlight clients can't afford to get it wrong.  The stakes are simply way too high.

That's where we come in.  QA is embedded into our culture since our parent company provides eligibility audits and medical/Rx claims audits.  After all, the "apple doesn't all far from the tree!

At the beginning of the project we will develop a custom work plan and will manage to the work plan throughout the duration of the work.



Deep Industry Knowledge

This is not our first rodeo.  Our team has wide and deep Human Capital Management (HCM) expertise.  Employee benefits administration, HCM data aggregation, and employee tracking are just a few of our core competencies.

We take great pride in saying not one of our many ACA compliance administration clients ever paid $1.00 to the IRS due to tracking or reporting penalties.

At the end of the day, employers count on us to get the job done accurately, on time and within budget.

Years of Experience

Employers should take comfort knowing that our team is comprised of experienced professionals.  To further ensure our clients are in good hands, all new hires 1) Must have relevant experience, 2) Successfully complete our training program, 3) Sign our Confidentiality Agreement as well as our HIPAA BAA, and 4) Continuously perform well.

Clients should take  additional comfort knowing HR Best Practices  has been in business for over 20 years.  Moreover, the President of our company has over 35 years of experience servicing large employers.

Attention to Detail

Every client and every employee experience is important to us.  To that end, we listen carefully to each client's unique needs and ensure their needs are met throughout the project.   For employees we provide a secure environment for their information and use best efforts to provide additional assurance.  

In addition, given the importance of "getting it right the first time" each team member reviews pertinent information to ensure each employee's packet is complete and accurate.




Our Address


HR Best Practices / VaccTrackUSA

795 Franklin Avenue

Franklin Lakes, NJ 07417

Our Email

Our Phone

877.VAX.1USA (877.829.1872)

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